Application List Functions

 

Select the Applications tab in the Recruiting section to see an overview of all applications received. Here, you can compare individual parameters and carry out specific actions.This article explains the different functionalities of the application list.

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Overview of Application List Functionalities

Filter by position

Decide which applications you would like to have displayed by filtering for different positions. Selecting All positions will display only those applications that have been received for job openings that you have viewing or editing rights for. The filter My positions, on the other hand, contains only those for which you have been entered as the Responsible Person.

You can also filter for all positions within a recruiting category or for individual positions. 

Please note: Positions are only displayed if you have been stored as Responsible in the respective job opening, or if you have admin rights. 

Applicant pipeline 

Using recruiting phases, you can reflect your company's specific application process in Personio from the time an application is received through to the candidate being offered the position. First, go to Settings > Recruiting > Phases and set up the different Recruiting phases that candidates should go through. Then keep moving the candidates between the different phases as applicable so their current status is reflected. This will allow you to always have an up-to-date overview of all applications in the applicant pipeline. 

All the applicants for each position as well as the different phases are displayed under Recruiting > Job overview. Click on a phase to be taken directly to the relevant position and to see all the applicants who are currently in that phase. In the position window, applicants can be moved between the different phases.

Standard filter

The applications list has multiple filter options.

    • Filter for all applications with an open To-do. Choose between Overdue applications, Unreplied messages, Failed messages, Unread evaluations and Unread comments.
    • Filter for the current Recruiting phase of the applications.
    • Filter for Tags to see applicants you have marked with an applicant tag.
    • Filter for Channel to see applications received via a particular Recruiting channel.
    • By default, Personio will display applicants in the current application funnel. Select the filter symbol and then the checkbox Show anonymized applicants to have any anonymized applications displayed as well.

Priority filter

In the Priority column of the applications list, you can filter for top applicants who have been flagged at some point during the application process.

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Direct access to applicant profiles

Click on any line in the list of applications to see the profile of the respective applicant in a sidebar. This function allows you to work directly in the profile, e.g. to reply to messages or to request feedback.

Days in phase

The column Days in phase shows how many days an applicant has already been in the current phase. If an applicant has exceeded the maximum number of days that have previously been defined for that phase, it will be highlighted in a different color. See this article for more details on how to configure phases.

Export

Use the export function to export the applications in the applications list, including their details, in Excel or CSV format. If you would like to import applicant data instead, go to Imports and select Upload applicants. See this article for more information on importing applicants.

Column sorting

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Each column in the applicant list can be sorted in ascending or descending order. Depending on the selected column, the sorting is done either alphabetically or chronologically. Keep in mind that you can only sort one column, not several at once.

Display open to-dos in the applicant list

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Applications in the applicant list that require an action on your part have a blue dot or a red exclamation point. This applies to the following areas and has the following meanings:

 

Message status

The blue dot indicates an unanswered message in the applicant profile. A red exclamation point means that a message could not be delivered. This might occur, for example, if there is an invalid email address in the applicant profile or when the SMTP connection to your company mailbox has failed. This status information is only displayed to employees in the recruiting role who have access rights for messages. See this article for further details on how to configure recruiting roles.

The blue dot will disappear once the unanswered applicant message has been replied to or the to-do in the applicant message within their profile has been closed.

 

Unread evaluations

A blue dot in the column Evaluations means that there is a new evaluation in the applicant profile that hasn't been read yet. Click on this area to be taken directly to the new evaluation. The blue dot will no longer appear in the overview. Read this article to find out more about using evaluation forms to assess applicants. 

 

Unread Comments

A blue dot under Comments means that there is a comment in the applicant profile that you have not read yet. When an applicant is flagged in this way, click on the blue dot to be taken directly to the comment tab in their profile. The entry will then automatically show as having been read, and the blue dot will no longer be displayed for that profile.

Note that the blue dot only appears if you have been entered as Responsible for the position. 

Bulk editing

Check the boxes to select multiple applications and to bulk-edit them using the Actions button. The following actions are available:

Add applications manually

Click on the button Add application to add a new applicant profile manually. Then enter the applicant's details and click Confirm to complete the process. You have the option to upload any relevant application documents under the Profile tab.

 

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